NISHANT's Operational Formats

7/26/2019 NISHANT's Operational Formats

1/37

RENT ROLL

Unit Tenant Sq.

ft

Term Rs./Sq

ft.

month

Rent CAM Mkt Total Sales thru rent

11/__ %

Rent

Escalations

Date Type

Options Comments


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SECURITY DEPOSITS

Center: . As of:..

Lease Team

Tenant Name Date of Deposit Amount of

Deposit (Rs)

Start Date End Date Date Returned

to Tenant


3/37

ACCOUNTS RECEIVABLE AGING REPORT

Tenant Total Current 30-60 days 61-90 days 91 + days Comments


4/37

PURCHASE ORDER

Delivery to: .

Date Required: . F.O.B

To: Vendor name and address

PAN No. :

Confirmed: Verbal Written

Item Quantity/unit Description Purchasing

Use

Unit Price Amount

1

2

3

4

5

6

7

8

9

10

11

1213

14

15


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LEASE SUMMARY

New Lease

Renewal

Extension

Date: ..

Trade name: ..

Tenant name(s):

Address: ., City:

Prior tenant: ............................, Left: //.

Reason: ..

Space No.: ..Sq. ft.: . Initial term:years

Commencement date: . Occupancy date: ..

Rent commencement date: . Free rent:months

Expiration date: .. Options:

Option rent increased to: .Base rent: . Rs... Rs. /Sq.ft./mo... Rs. /Sq. ft./yr ..

If a renewal, what was final previous rent? .............................................................. Rs. /Sq ft/mo

Rent increases: When? ...................... Fixed? Other? .

Percentage rent: . % Breakpoint: Natural or Artificial of Rs.yr

Current years (12 mths) sales volume: Rs. .. Sq.ft./yr .

Permitted use:

Initial monthly promotion fund and advertising: Rs.


6/37

TENANT SERVICE ORDER

Date . Name of Tenant Store No.

Work assigned to (Name of service co.)

Instructions

...

Work done ........................................................

Authorized by.

Date work started .. Date work completed............

Servicepersons remarks........

Tenants signature..........

Billing record (for office use)

Amount: Labor Parts Total


7/37

ACCIDENT/INJURY/PROPERTY DAMAGE REPORT

Insured: .. Location:

Phone no: ...

Date: .. Time: (am/pm) Exact location of incident

Victims name: Age: (approximate if unknown)

Residence address: ....Business address: ...

Phone number: ...

Describe what happened: ..................................................................................................

Describe injury or damage:

Victims attitude/comments: .

First aid given? No Yes by whom

Medical treatment suggested? No Yes by whom

Sent to doctor/hospital? No Yes by whom

If yes, Name: .

Address: .. Phone:

Can go to own doctor? No Yes unknown

If yes, Name: .Address: . Phone:

Any hazard present?

Type of shoes: . Pictures taken? No Yes


8/37

RETAIL PROPERTY INSPECTION REPORT

Property name: .

Owner: .

Address: ...

Inspected by: Date:

Common Area

4-Excellent, 3- Good, 2- Adequate, 1- Deficient, UO- Unable to observe

Parking Lot

Paving 4 3 2 1 uo

Entrances 4 3 2 1 uo

Cleanliness 4 3 2 1 uo

Electrical vaults/panels 4 3 2 1 uo

Lighting 4 3 2 1 uo

Trash Cont/ Gates 4 3 2 1 uo

Sweeping 4 3 2 1 uo

Drainage 4 3 2 1 uo

Abandoned cars

Comments


9/37

Fire and safety equipment

Fire extinguisher 4 3 2 1 uo

Fire fighting hose 4 3 2 1 uo

Comment

........................................................

Public restrooms

Entrances

4

3

2

1

uo

Floor coverings 4 3 2 1 uo

Walls 4 3 2 1 uo

Ceilings 4 3 2 1 uo

Dispensers 4 3 2 1 uo

Lighting

4

3

2

1

uo

Trash receptacles 4 3 2 1 uo

Cleanliness 4 3 2 1 uo

Comments

........................................................


10/37

Roof

Debris 4 3 2 1 uo

Surface condition 4 3 2 1 uo

Drainage 4 3 2 1 uo

Ladder access 4 3 2 1 uo

Roof screens 4 3 2 1 uo

Comments

........................................................

Occupied

Storefronts 4 3 2 1 uo

Windows/Display

4

3

2

1

uo

Merchandising 4 3 2 1 uo

Comments

........................................................

Vacant

Leasing Info. 4 3 2 1 uo


11/37

MAINTENANCE INSPECTION REPORT

Property name: ....

Inspection performed by: .Date inspected: . Day/ Night

Ground maintenance Good Fair Poor Comments

Parking lot sweeping

Trash removal

Handpicking

Cleanliness of dumpster area

Removal of abandoned cars

Landscaping Good Fair Poor Comments

Removal of dead plants

Condition of vacant out-lots

Cleanliness of fence lines

Condition of irrigation system

Roofing Good Fair Poor Comments

General condition

Condition of gravel/ballast

Roof hatch locks


12/37

Interior Lighting Good Fair Poor Comments

Spot lighting

Exit/ emergency lighting

Condition of skylights

Stock of light bulbs/ balloons

Building exterior Good Fair Poor Comments

Facade

Condition of skylights

Gutter and downspouts

Condition of canopies/awnings

Cleanliness of facia

Condition of rear stairway

Condition of doors

Parking lots Good Fair Poor Comments

General condition

Condition of striping/crosswalks

Crack filling

Condition of sidewalks

Handicapped areas


13/37

Condition of ceiling (roof leaks)

Condition of HVAC

Labeling of utilities

Maintenance shop Good Fair Poor Comments

Storage of flammables

Organization of tools and supplies

Cleanliness of shop

Condition of floor

Labeling of keys in key box

Cleanliness of truck

Condition of HVAC equipment

Comments upon inspection

Nighttime lighting inspection Date: ......


14/37

PROPERTY EMERGENCY CONTACT INFORMATION

Property name: ..

Municipality info Phone no. Insurance carrier Phone no.

Police Office

Fire department Emergency

Water and sewer Fax

Building dept Agent

Management Phone no. Utilities Phone no.

Office Electric

Office after hours Water

Fax Gas

General manager Home: Phone

Mobile: Waste management

Maintenance supervisor Home:

Mobile: Contractors Phone no.

Administrative assistant Home: Emergency board

Maintenance person 1 Home: Electrician


15/37

TENANT MAINTENANCE REQUEST LOG

Date Tenant Caller Center Nature of

request

Code Assigned

to

Date

completed

Follow

up


16/37

WORK ORDER FORM

Tenant: .. Requested by: .

Location: Work done?

Date/time recd: . Date completed: ..

Order taken by: .....

Quantity Description Comments Hours spent


17/37

TENANT OPENING REPORT

To:

Owner:

Accounting:

Legal:

From: .

Subject: Tenant Opening

Date: ..

Please be advised that the following tenant has opened for business at |||||||:

Date opened: ..

Tenant name: ..

Contact: ..

Phone no.: ..

Address:


18/37

PLANNING FORM

Chronological Marketing Synergism Plan

Centerwide

Events

Community

Events

Anchors Other

tenants

Competition

January

February

March

April

May

June

July

August

September

October

November

December


19/37

TENANT FACT SHEET

.

Tenant Fact Sheet

Welcome to [Property Name] To assist us in our publicity efforts, we would appreciate your

filling in this form.

It can help us to publicize your store, as well as to answer press inquiries from time to time.

1.

Store name: ..Address: ..

Telephone: Fax: ..

2. Parent company: ..

3. Other store locations in area:

4. Any unusual events scheduled for the opening of the store at the mall

5. Information about your store:

Lines of merchandise

Specialties .

Any specific manufacturers you feature ..

Basic price range ...

Special features or theme of your interior dcor, such as lighting, color, sculpture,

planting,etc.


20/37

9. Public/ community relations contact

Name .

Address .Telephone .. Fax

10.History of your company

How many years has the company been in existence? .

Does it have a particular advertising slogan, motto or tagline? ..

..

..

Founder

Name .

Location

Date ...

Any interesting or unusual circumstances that led to the opening of the first store

or helped launch the company in the retailing market

11.Chief executive officer of company and official title ...

12.Other pertinent information you feel should be included in release .

13.Brief description of any enclosed photos ..


21/37

PERCENTAGE COMPARISONS

Center: . Year ..Month Marketing expenses Mthly Mkt

expenses/Annual Mkt

budget

Monthly sales/

Annual salesAdvertising Promotion Overhead Total

January

February

March

April

May

June

July

August

September

October

November

December

Total


22/37

DAILY SECURITY LOG

Date .. Day of the week .

Emergency personnel on site: (be brief; follow-up with a detailed incident report.)

Incident # 1 Time Incident # 2 Time

Police .. .. ..

Fire .. ..

Weather conditions: First shift.. Second shift

Tenant issues 1. ..

2.

3.

Safety hazards noted: 1 ...

2...

3...

Warning stickers issued: (number)

First shift: ... Fire lane Fire lane

Handicapped parking Handicapped parking

Other Other

Lighting survey: (specify areas where lights are out)

Parking lot lights


23/37

CONSOLIDATED MONTHLY SECURITY REPORT

Date: ...

For the Month Ending ..

(Date)

Personnel Report

Name Rank Shield No. Assignment Remarks

Activity Report

Security Services This Year Last Year

A. Vehicles

(1) Number Reported Missing

(2) Number Found In Parking Lots

(3) Number Actually Stolen From Parking Lots

(4) Number Stolen Vehicles Recovered By Police Department

(5) Thefts From Vehicles

(6) Vandalism to Vehicles


24/37

(5) Traffic Tickets Issued - Employees

Security Services This Year Last Year

D. Assistance to Customers

(1) Stalled Cars Started

(2) Locked Cars Unlocked

(3) Lost Property Recovered

(4) Lost Children Found

(5) First Aid Given

(6) Others

E. Assistance to Stores/Center

(1) Bank Details

(2) Miscellaneous Details

(3) Apprehend Suspicious Persons

(4) Crime Investigated

(5) Disturbance Investigated

(6) Area Inspection

(7) Fire Extinguished

(8) Burglar Alarms Answered


25/37

SUPERVISORS ACCIDENT

INVESTIGATION REPORT

I. General Information

Department . Shift

Employee name . Job title

Employee number Sex (M/F) Date of Accident . Time of accident AM/PM..

Type of accident/illness

Type of injury .. Part of body injured

Treatment First aid Medical Did employee return to work the same day? Yes No

II. Description

Where and how did accident happen? (Use additional sheets if necessary) ..

III. Causes

Specify machine, tool, substance or object connected with the accident


26/37

IV. Recommendations

Action plan to prevent recurrence (modification of machine, mechanical guarding,

environment, training)

..

Supervisors signature Date: ..

V. Follow-up

Actions taken on recommendations (include date completed)


27/37

FIRE INSPECTION CHECKLIST

I. General information

Name of facility . Date

Name of Store . Managers name

Inspectors name Inspection date

II. Additional information

Are additional sprinklerspresent? Yes No

Are sprinklers clear of dust and obstructions? Yes No

Comments .....

Are chemicals/paint/hazardous materials stored on site in the proper containers? Yes No

Comments

..

Are fire safety markings on all appropriate doors? Yes No

Comments

..


28/37

Are there smoke detectors in the closed-up storage areas/areas where chemicals, etc. are stored?

Yes No

Comments

..

Additional information

Inspector Date

Inspector Date

Store manager/employee Date


29/37

LOST AND FOUND REPORT

Report no. .. Recovered

Time AM/PM Location Date

Individuals accepting and handlingproperty: Security officer ..(name)

Store employee ..(name)

Property is Lost Found

Notified by: Name

Address

City .. Home phone . Work phone ...

Check here if above does not care to be known. Owner of property? Yes No

Description of property

...

Disposition of property after 60 days


30/37

City Home Phone .. Work Phone ..

Employee or officer giving release sign here Date ...

Person claiming lost property sign here Date ...


31/37

RETAILERS SATISFACTION SURVEY

Retailers Satisfaction Survey

Please select the letter, number or choice that represents the best answer to each question

below. If you oversee more than one property, your comments may be given as an overall

response.

1. What is your companys type of business? (check one)

Clothing other retail stores food/food service other (specify): .............

2. What is your position with the company? (Check one)

Owner store manager other employee corporate staff (specify):

Other (specify): ..

3. How good a job do you think (name of Management Company) does on the following;

Poor Excellent

a. Keeping the parking lot and common area clean 1 2 3 4 5

b. Ensuring a process to address safety and security

and security concerns1 2 3 4 5

c. Making repairs to the common area 1 2 3 4 5

d. Using quality contractors for maintenance 1 2 3 4 5

e. Maintaining a good tenant mix 1 2 3 4 5


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b. When (name of Management Company)

makes the decisions about our property,

they explain the decisions clearly.

1 2 3 4 5 6 7

c. We trust the people we deal with at

(name of Management company)1 2 3 4 5 6 7

d. (Name of Management Company) treats

us fairly

1 2 3 4 5 6 7

e. (Name of management Company) listens

to us whenever we have a problem orconcern

1 2 3 4 5 6 7

f. When (name of management company)agrees to solve our problems, it does so

quickly

1 2 3 4 5 6 7

g. I feel my relationship with (name of

management company) is valuable to me

1 2 3 4 5 6 7

h. My business is doing as well as projected 1 2 3 4 5 6 7

6. How much do you agree with the following statements about your leasing Representative?

Strongly

Disagree

Strongly

Agree

a. Was courteous and friendly 1 2 3 4 5 6 7

b Seemed genuinely happy to have my 1 2 3 4 5 6 7


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7. How much do you agree with the following statements about your Property Manager?

Strongly

Disagree

Strongly

Agree

a. Was courteous and friendly 1 2 3 4 5 6 7

b. Easy to contact 1 2 3 4 5 6 7

c. Returned my calls promptly 1 2 3 4 5 6 7

d. Listened to our concerns and problems 1 2 3 4 5 6 7

e.

Was responsive to my concerns andquestions

1 2 3 4 5 6 7

f. Followed through on things he/she

promises

1 2 3 4 5 6 7

8. What do you think (name of Management Company) does especially well?

9. In what areas do you think (name Management Company) needs to improve its performance?

How?


34/37

EXISTING TENANT QUESTIONNAIRE

TENANT QUESTIONNAIRE

Building Date: .

Rating basis: Excellent 9-10 Good 6-8 Fair 4-5 Poor 1-3

Please use a number to rate the following items.

I. Management services Score

A.

Professionalism and quality of action by building personnel

when called for assistance:

1. Property manager

2. Secretary or receptionist

3. Engineer or maintenance

4.

Leasing personnel

B. Response time to requests, work orders, invoicing, etc.

C. Accessibility/availability of building personnel

Comments/ suggestions.

...


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Existing tenant questionnaire Score

III.Building security/ life safety

A. Professionalism and appearance of security personnel

B.

After hours security/ accessibility

C. Fire and emergency procedures-do you know what they are?


...

IV. Parking services Score

A. Garage management

B. Appearance of facilities

C. Appearance of personnel

D.

Visitor parking

E. Contract parking

F. Security


...

V. Building elevators Score


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E. Retail services

F. Others


...

VII. Space requirements Score

Can these premises be adequate to meet the future needs?

VIII.

Services

A. What is the most valued service the facility currently provides?

.

.

B. What additional services would you like to have provided?

.

.

General Comments: .

.

.

.

.


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MAINTENANCE/SERVICE CONTRACTS LOG

Center: Date: .

Contact

Number

Vendor Type of

Service

Billing Amount

Annually Monthly

Term

Start End

Ins

Cert

Ins. Cancellation

Clause: 30 DayNotice

Yes No

Expense

CodeAcct. #

Misc.

Documents

NISHANT's Operational Formats